Date:
Name:
Address
Date of Birth (DD/MM/YY)
Home institution:
Dates of Visit:
MONTH --, 20__ – MONTH--, 20__
Dear Ms./Mr.-----,
This is to confirm that you have been invited by the Faculty of --------- at York University (YORK)
as an International Visiting Graduate Student Scholar (IVGSS), under the University’s program
for International Visiting Graduate Student Scholar. While at York University (YORK), you will
conduct research on the “INSERT TOPIC” under the supervision of [YORK SUPERVISOR],
[TITLE OF SUPERVISOR].
INSERT IF NECESSARY: During your visit, the Faculty of ------------- [SPECIFY IF IT S A
RESEARCH CENTRE] will offer you an allowance for subsistence and accommodation to a
maximum of ------.-- CAN $.
This invitation and the conditions of your visit are set out under the terms and conditions in this
letter which you must read carefully, sign, and return a copy of the “Acceptance” to York
University (YORK).
This invitation to come to York University (YORK) is subject to the following conditions:
1. This is a non-paid appointment.
2. The research carried out at York University (YORK) is in partial fulfillment of your degree
program at [HOME INSTITUTION].
3. You will conduct your research in collaboration with [YORK SUPERVISOR]. The nature of
your research requires this period at York for completion, and your participation in [YORK
SUPERVISOR]’s team will be an integral part of its research.
4. The period of research will be from [STARTING DATE] to [ENDING DATE].
5. Your supervisor’s contact information:
NAME OF YORK SUPERVISOR
RESEARCH INSTITUTE (IF APPLICABLE)
FACULTY
Office:
Phone: +1-736-2100 ext. ---email:
Page 2 of 4 International Visiting Graduate Student Scholars Letter of Invitation
York University
6. Duties and Responsibilities:
International Visiting Graduate Student Scholars:
a. Are subject to the rules and regulations of York University (YORK) including
those concerning behaviour, discipline, health and safety see
http://www.yorku.ca/oscr/studentconduct.html;
b. Shall comply with all federal and provincial laws, regulations and all applicable
University policies and procedures during their visit;
c. Are bound by all applicable confidentiality and intellectual property rules,
regulations, policies and laws;
d. Are responsible for all fees and expenses associated with the position unless
clearly stipulated otherwise. These are: administrative fee, health insurance
(UHIP), supplementary fees, travel, accommodation, etc.
Please note that the administrative and supplementary fees must be paid
upon acceptance of the invitation and BEFORE the student’s arrival at
York.
All charges will appear on the student’s account.
e. Shall visit York International within the first week following their arrival to arrange
UHIP coverage and pay the UHIP fees.
f. Must be fully qualified and have obtained the required approvals to perform the
research;
g. Are registered in a master’s or doctoral program in an institution at and will
receive their degree from another institution outside of Canada;
h. Intend to be at York for a limited time period, usually between one and twelve
months;
i. Wish to spend this period of time at York for the purposes of fulfilling degree
requirements of their home institution. Normally there is no expectation of
receiving evaluation from York for their work; however, access to the expertise of
faculty at York will be expected in some form relevant to the student’s original
degree program;
j. Are not registered or registering in courses or enrolled in a program for credit at
York;
k. Are not pursuing a joint or dual degree in which one of the partners is York
University.
Supervisors:
a. Provide the IVGSS with appropriate guidance and supervision;
b. May be required to provide a report/appreciation/evaluation of the IVGSS’s
research at the end of the visit, as applicable;
c. Provide certain equipment and/or materials and access to laboratory facilities
and libraries as deemed necessary by agreement of the parties, for the purposes
of the Visit
d. Supervisors may wish to cover the costs through their budgets.
7. You agree that, with regard to intellectual property, you are bound by the pertinent
regulations.
Page 3 of 4 International Visiting Graduate Student Scholars Letter of Invitation
York University
8. You agree that during your Visit and at all times following the end of your Visit at York
University (YORK), you will protect the confidentiality of all confidential information. Such
confidential information includes all reports, documents and any other work accomplished
and/or documentation acquired, generated and/or produced during your Visit.
9. You agree that you and/or the University may for any reason or cause and without
engaging any liability, terminate your Visit before the end of the Visit indicated above.
Notice of termination shall be provided at least two (2) weeks prior the effective date of
termination and must be done in writing.
10. You agree that if you violate any of YORK’s policies or procedures or conduct which, in
the opinion of YORK, is deemed unacceptable, YORK may immediately and without
notice terminate your Visit.
11. You agree that you are responsible for obtaining all appropriate travel and immigration
documents prior to travelling to Canada from a Canadian diplomatic mission (see
http://www.international.gc.ca/ciw-cdm/embassies-ambassades.aspx):
a. Temporary Resident Visa (TRV), commonly called an Entry Visa: If you come
from certain countries, you may need to obtain a TRV. For countries requiring a
TRV see http://www.cic.gc.ca/english/visit/visas.asp For locations, of Canadian
visa offices overseas see
http://www.cic.gc.ca/english/information/offices/missions.asp
b. Work Permit: All “International Visiting Graduate Student Scholar (commonly
called visiting researchers) are required to have a Work Permit despite the fact
that you will be unpaid, and will not register for courses. For information
regarding immigration procedures, please consult the Citizenship and
Immigration Canada website at http://www.cic.gc.ca/english/work/apply-who.asp.
In order to do so, please contact the Immigration Office at the Canadian
Consulate/Embassy/ High Commission nearest to you to obtain appropriate
documentation. You should take with you to this meeting your valid passport, this
letter, official copies of University transcripts, and any other documents pertinent
to your application. “International Visiting Graduate Student Scholar are Human
Resources and Skills Development Canada (HRSDC) exempt and do not require
HRSDC approval to conduct research activities in Canada. Thus, when applying
on the Work Visa application form, you would indicate that you are C22 exempt.
You will then be issued a “Letter of Introduction” to be shown at the port of entry
to Canada.
c. Entering Canada: It is important to note that once you have been issued a
Canadian TRV if required, and the “Letter of Introduction” issued by the
Canadian diplomatic mission, and arrive at a Canadian port-of-entry, you must
present the TRV, your passport, and the original of this offer letter from YORK
together with the “Letter of Introduction” to Immigration in order to get the actual
document of the work permit which will be placed in your passport.
12. As a visitor to Ontario, you will not have eligibility for Health coverage under the Ontario
Health Insurance Plan. You agree that you are responsible for obtaining medical
insurance coverage, and purchase the health plan provided by YORK International known
as University Health Insurance Plan (UHIP) on a monthly basis.
13. As a visitor to YORK, you will be charged health insurance costs and supplementary
fees to cover access to the Library, Athletic Facilities and local public transportation. See
Page 4 of 4 International Visiting Graduate Student Scholars Letter of Invitation
York University
http://yorkinternational.yorku.ca/visiting-students/international-visiting-graduate-studentscholars-ivgss/
Your stay and status as an Academic Visitor will be coordinated the Faculty of
_______________ and by the York International. Should you have any questions prior to or
upon arrival, you may contact International Students Program Facilitator for general questions,
or [SUPERVISOR] for research issues.
Cordially,
Associate Dean, Research
Faculty of
Date
I accept the terms and conditions as set out in this letter.
International Visiting Graduate Student Scholar’s signature:
_____________________________________
Date: ______________________________________
Cc:
International Student Program Facilitator, York International
Dean of Graduate Studies, York University
Graduate Program Director, York University
Associate Director, York International